02/28/2011
CITY COUNCIL WORK SESSION MEETING MINUTES
CITY OF CLEARWATER
February 28, 2011
Present: Mayor Frank Hibbard, Vice Mayor John Doran, Councilmember George
N. Cretekos, Councilmember Paul Gibson, and Councilmember Bill
Jonson.
Also Present: William B. Horne - City Manager, Jill S. Silverboard - Assistant City
Manager, Rod Irwin - Assistant City Manager, Pamela K. Akin - City
Attorney, Rosemarie Call - City Clerk, and Patricia O. Sullivan - Board
Reporter.
To provide continuity in research, items are in agenda order although not
necessarily discussed in that order.
Mayor Frank Hibbard called the meeting to order at 9:00 a.m. at City Hall.
1. Gas System
1.1 Award a contract (blanket purchase order) for gas meters and regulators to
Elster American Meter in the amount of $453,000 for the period April 1, 2011 to
March 31, 2012, and authorize the appropriate officials to execute same.
(consent)
Elster American Meter was the lowest responsive and responsible bidder, who met the
specifications for Bid 10-11. The meters purchased will be used for new customers as
well as replacing existing meters that have reached the end of their useful life.
There were two other bidders, M. T. Deason Company and Equipment Controls
Company. Both of these companies’ bids were not accepted because the bids did not
meet the specifications or were incomplete.
Funding is available in Gas Meter Change-out Pinellas 315-96367 and Gas Meter
Change-out Pasco 315-96379 in the Clearwater Gas System Budget.
Material is code approved and the meters and regulators will be used on the Clearwater
Gas System Distribution System.
2. Human Resources
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2.1 Authorize the renewal of a contract with MHNet of Florida for employee and
retiree Employee Assistance Program and Mental Health/Substance Abuse
benefits, from January 1, 2011 to December 31, 2011, and authorize the funding
of a purchase order in the amount not to exceed $167,000 for the payment of
associated premiums. (consent)
The contract with the City’s Employee Assistance Program provider, MHNet of Florida,
expired on December 31, 2010, with an automatic renewal for another period of three
years. However, due to changes in coverage, the parties wish to revise the agreement
at this time.
For this renewal period, unlike plan year 2010, MHNet will be the City’s sole provider of
mental health/substance abuse benefits, as the City’s medical insurance plans with
CIGNA now allow for the benefit to be carved out. MHNet will also be required in
accordance with the Mental Health Parity Act to ensure the mental health benefits are
equal to or better than similar benefits offered under the City’s medical plan currently in
effect. This will necessitate MHNet adding autism coverage and eliminating all benefit
maximum-dollar expenditure limits under the new contract. These changes will result in
an increase of approximately 3% in the per-member per-month premium for plan year
2011. This will be the first rate increase requested by MHNet (formerly Bradman-
Unipsych) since they acquired the city account in 2001.
Actual cost for City EAP services in plan year 2010 totaled approximately $162,000.
Based on 2010 enrollment, a 3% increase in total premiums for all full-time employees,
part-time employees, retirees and COBRA participants will amount to approximately
$167,000 for 2011. The premiums are rolled into the total premiums for each of the
City’s medical insurance plan options, resulting in the City’s share of the cost being
allocated in accordance with the current subsidy percentages established for each of
those plans, i.e., 100% of the Base plan cost for the employee-only, 75% of the Base
plan cost for the employee-plus-one-dependent, and 68% of the Base plan cost for the
employee-plus-family. Based on current enrollments, the City subsidizes approximately
78% of the overall medical insurance cost. This would translate to approximately
$130,260 of the total premium for the proposed MHNet renewal, to be funded from the
City’s Central Insurance Fund, while the remainder would be obtained through
employee premium payroll deductions.
2010 City cost based on current enrollment = approximately $126,360
2011 City cost based on current enrollment = approximately $130,260
Increase amount = approximately $3,900
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In response to a question, Human Resources Manager Allen Del Prete said the
increase is due to expanded coverage.
Staff was directed to provide information regarding the number of individuals using the
service.
3. Library
3.1 Approve the purchase of two additional self check machines to supplement the
Contract (Purchase Order) with Integrated Technology Group (ITG) in the
amount of $37,974.75 to include hardware, software, maintenance and support
for project 316-94861, Library Technology, authorize lease purchase under the
City’s Master Lease Purchase Agreement, and authorize the appropriate officials
to execute same. (consent)
The library originally ordered 9 self-checkout machines to empower our public to assist
themselves and improve workflow for our smaller staff. Because of a concern about the
limited space, staff placed only 2 machines at the East and Countryside Branch. Due to
the continued heavy use at those locations, staff is recommending an additional unit at
each location to reduce the lines of customers waiting to checkout.
Should there be further reductions in library service because of future budget
challenges, the additional equipment will be more important than ever as staff tries to
cope with a continuing heavy demand for service.
In response to questions, Library Director Barbara Pickell said staff is always available
to assist users with the machines. The lease is for a 5-year term. Ms. Pickell provided
a brief update on the Re-fresh Café.
4. Parks and Recreation
4.1 Approve an agreement between American Healthways Services, Inc.
(Healthways) and the City of Clearwater (City), allowing the City to become a
provider of fitness services and benefits for eligible Medicare Members known as
the Silver Sneakers Program and authorize the appropriate officials to execute
same. (consent)
Healthways has established a network of sponsoring organizations throughout the
country to provide fitness services, to benefit Medicare participants represented by their
medical providers. In the State of Florida, there are nine such providers associated
with Healthways.
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Healthways has established a program known as Silver Sneakers where by their
members can get health and fitness programs at approved provider sites at no cost.
The City has been approved and offered the opportunity to be one of the providers for
Healthways. The City's obligation will be to provide facilities for seniors to engage in
the various approved Silver Sneakers program and activity. For every visit made to an
approved program, which ranges from simply working out in the fitness room or pool to
organized exercise classes, the City will be reimbursed or subsidized at a rate of $300
per activity per visit not to exceed $30.00 per month per participant.
The reimbursement paid by Healthways is inclusive of all taxes, which may be required
to be paid to any governmental authority. Silver Sneaker programs have met with
tremendous success wherever they are offered and with the current facilities throughout
the City, but most notably at the Long Center, staff believes this will increase
participation, and improve the health and quality of life for our senior residents.
In order to meet the needs of local seniors and parameters of this program, the current
Code of Ordinances, Appendix A, Subject XI, Parks, Beaches, Recreation will require
an amendment to allow Healthways to provide these services at city facilities. Staff is
recommending the approval of this change in a separate agenda item. The Agreement
with Healthways will not be executed until Council adopts the required code amendment
on March 17, 2011.
In response to questions, Office on Aging Manager Kerry Marsalek said a Clearwater
resident would pay $82.50 per year for the Silver Sneakers program. The services
would be available to anyone with a Healthways membership. The contract includes all
city recreation centers with fitness centers, as well as pool amenities.
The City Attorney said the agreement cannot be executed until the adoption of
Ordinance 8246-11and requested the agenda title be amended to reflect condition.
4.2 Amend the City of Clearwater Code of Ordinances, Appendix A, Article XI, Parks,
Beaches and Recreation, to establish a minimum rate for non-resident fees and
provide additional criteria to establish the class of city residents and pass
Ordinance 8246-11 on first reading.
On October 22, 2009, the City Council amended the Code of Ordinances, Appendix A -
Schedule of Fees, Rates and Charges, to address the formula for non-residents fees
and the definitions for the class of city residents and definition of families. Since the
establishment of the formula, which included a surcharge to be adjusted by the City
Manager or his designee, the rate for non-residents has decreased from $180 to $150
per person. At the December 16, 2010 City Council meeting, staff was directed to
maintain the formula for non-residents the same but add a provision that the minimum
fee for non-residents go no lower than $180 per person, and when the formula produces
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a higher cost, that new cost becomes the new minimum fee. The second change
relates to clarifying the definition of corporate memberships, which allows corporations
and government institutions within the incorporated boundaries of the City that use city
wellness programs for their employees to be considered as a resident for purposes of
the fee. The third change adds a new paragraph, which would allow for persons
represented by a third-party contractual agreement (i.e., Healthways) to participate in
recreation programs in accordance with terms of the contract. This will permit a Silver
Sneaker member to participate at a recreation facility for approved Silver Sneaker
classes and amenities.
In response to a question, Parks and Recreation Director Kevin Dunbar said current
passes would be observed; the increased rate would be applied at the anniversary
renewal date.
Staff was directed to provide information regarding how the capital recovery fee is
calculated.
4.3 Approve a partnership and operational support agreement between the City of
Clearwater and Clearwater Lady Bombers (Club), to provide for youth programs
by operating the day to day operations and maintenance of the Marymont Field
located at 1900 Gilbert Street, from March 4, 2011 to March 3, 2012 with the
option for 5 additional one-year terms, and authorize the appropriate officials to
execute same. (consent)
During the Fiscal Year 2010-2011 budget process, personnel to maintain the Marymont
softball field were eliminated. Staff has reached out to the community to see if there
were any organizations to partner with the City and take over the maintenance and
operation of these facilities. Several groups were interested in operating Marymont
Field however, after evaluating the qualifications and proposals staff is recommending
that a partnership and operational agreement with the Clearwater Bombers which has
been a co-sponsor group of the City for over 15 years and primary user of the field for
the past six years.
The Club will provide the supervision, maintenance and programming of Marymont
Field, including club softball, training camps for youth, city sponsored and co-sponsored
games and practices, allow for rentals by other groups and allow the City to use the field
during specific events as necessary.
The Club will be responsible for the day-to-day maintenance of the softball field,
restrooms, batting tunnel and common areas associated with the ballfield. The City will
continue to maintain the picnic area, playground, basketball court, parking lot and open
field areas. This agreement provides for five one-year extensions of this agreement if
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mutually agreed to between the parties and does not require any financial commitment
on the part of the City.
4.4 Approve an Agreement between the American Red Cross and the City of
Clearwater to provide training in first aid care, emergency response, swim
instruction and lifeguarding for City employees and authorize the appropriate
officials to execute same. (consent)
The Parks and Recreation Department trains and employs recreation staff, lifeguards,
swim instructors, and first responders. Employees in these positions have a duty to
provide care to an injured or ill person until more advanced help, such as EMS, arrives.
The American Red Cross has a nationally recognized training curriculum in first aid
care, emergency response, swim instruction, and lifeguarding.
The department staff will train approximately 140 employees in first aid, 60 members of
the public in lifeguard skills, and 25 in swim instruction. Other organizations have
nationally recognized curriculums in these programs but the American Red Cross is an
organization that is all encompassing. Trainers and instructors need only one
organization to certify in all curriculums. Certificate fees cost $8-$12 each. Books,
instructional DVDs, and other materials vary in cost.
This Agreement shall commence on the effective date with automatic one-year
renewals thereafter on the anniversary of the commencement date, unless either party
gives written notice to the other of its desire not to renew.
The Recreation Programming Division's Operating Budget contains sufficient funds to
cover the costs (approximately $1,500) associated with this Agreement.
5. Solid Waste/General Support Services
5.1 Award a contract (Purchase Order) for $145,997.00 to LDV, Inc. of Burlington,
WI for one LDV Model LABMCC163185-10 Traffic Homicide Investigation
Vehicle and authorize the appropriate officials to execute same. (consent)
The current Traffic Homicide Investigation (THI) Bus (G2453, 2001 Bluebird) has
reached the end of its useful life. The bus has experienced starting problems, severe
brake system problems and the on-board generator has not started on a few occasions
due to various failures. The interior of the bus has shown cracks due to body shifting.
The bus has 9,567 miles.
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This bus responds to serious injury or fatality accidents. The bus will remain at the
scene for several hours while the THI officers conduct a thorough investigation to
determine the cause of the accident. The bus generator will run the entire time to
support the emergency lights, interiors lights and air conditioning system. The rear of
the bus is used to store traffic control devices, marking paint, tape and barricades.
The vehicle is budgeted in the Penny for Pinellas 3 Project - 315-91149 - Police
Homicide Vehicle.
In response to questions, Solid Waste/General Services Assistant Director Rick Carnley
said staff could not locate an invoice during the title search process. The City Attorney
said the vehicle was purchased ten years ago; any warranty has expired. Police Chief
Anthony Holloway reviewed necessary staffing to investigate a traffic crime scene. The
Clearwater Police Department would lose control of the crime scene should traffic
homicide investigation services be contracted to Pinellas County Sheriff. The
Clearwater Police Department and Pinellas County Sheriff have the same tools and
training needed to investigate the scene.
6. Engineering
6.1 Approve a Work Order to Engineer of Record Reiss Engineering Inc. for
Stormwater Modifications to Town Pond in the amount of $294,569. (consent)
Now known as Prospect Lake, located in Prospect Lake Park, this stormwater system
was constructed in 2004 to service a defined Downtown Drainage District. This 3.5-acre
alum treatment pond was Cooperatively Funded by SWFWMD (Southwest Florida
Water Management District) to treat a 100-acre watershed, reduce street flooding and
allow redevelopment of the area by creating a Buy-In District for stormwater treatment.
It has since been determined that the permitted system is not capable of meeting the
water quality requirements of the permit. This is primarily due to the fact that the alum
pond was designed as a high volume flow-through system. This design does not
provide for proper settling in the pond. The City hired Reiss Engineering to evaluate the
existing conditions of the treatment system and provide the City with options for bringing
the system into compliance. The work order reflects the outcome of that evaluation,
along with design, permitting and construction management services for future
modifications.
A midyear amendment will transfer $294,569 Stormwater Utility Revenue from 0315-
96170, Coastal Basins Projects to 0315-96125, Town Lake to fund the work order.
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It was requested that Item 6.1 be continued to March 14, 2011. Mayor Frank Hibbard
said he contacted State Senator Jack Latvala for funding assistance.
In response to questions, Engineering Assistant Director Scott Rice said at the time
Town Pond was constructed alum technology was emerging and shown to work well in
a static environment. The project was designed in good faith. Mr. Rice said the $1
million budgeted for the modifications should be sufficient if the City is not required to
build another offsite pond.
7. Official Records and Legislative Services
7.1 Appoint one member to the Marine Advisory Board with term to expire March 31,
2015.
Consensus was to reappoint Tom Calhoun.
8. Legal
8.1 Adopt Ordinance 8243-11 on second reading, rescinding Ordinances 8203-10,
8204-10, and 8205-10.
8.2 Adopt Ordinance 8240-11 on second reading, annexing certain real property
whose post office address is 2270 Landmark Drive, together with abutting right-
of-way on the north side of the subject parcel and the right-of-way of Landmark
Drive, into the corporate limits of the city and redefining the boundary lines of the
city to include said addition.
8.3 Adopt Ordinance 8241-11 on second reading, amending the future land use plan
element of the Comprehensive Plan of the city to designate the land use for
certain real property whose post office address is 2270 Landmark Drive, together
with abutting right-of-way on the north side of the subject parcel and the right-of-
way of Landmark Drive, upon annexation into the City of Clearwater, as
Recreation/Open Space (R/OS).
8.4 Adopt Ordinance 8242-11 on second reading, amending the Zoning Atlas of the
city by zoning certain real property whose post office address is 2270 Landmark
Drive, together with abutting right-of-way on the north side of the subject parcel
and the right-of-way of Landmark Drive, upon annexation into the City of
Clearwater, as Open Space/Recreation (OS/R).
9. City Manager Verbal Reports – None.
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10. Council Discussion Items
10.1 Advisory Board Requirements - Councilmember Gibson
Councilmember Paul Gibson expressed concern that a recent advisory board applicant
was a registered voter in another state.
The City Attorney said the city code does not define resident. The applicant in question,
John Giotis is not registered to vote anywhere.
Discussion ensued regarding residency requirements.
Staff was directed to provide alternatives for residency requirements and agenda
discussion for next work session.
10.2 Progress Energy/Island Estates Undergrounding of Utilities
Progress Energy District Operations Manager Michael Leeks reviewed the approval
process for undergrounding utilities. Boundaries and scope of request are reviewed by
all impacted utilities. Undergrounding utilities does not eliminate power outages. Mr.
Leeks said the reliability rate is 50% less outages but last approximately 50% longer.
Undergrounding is not the most cost effective means of service.
In response to questions, Mr. Leeks said all funding must be secured prior to project
implementation. The estimated per lineal mile cost was $1 million.
Finance Director Jay Ravins said the estimated cost to underground utilities on island
estates in 1997 was $8.6 million for 2300 parcels. In 2008, the project was reduced to
90 parcels for an estimated $596,000.
Assistant City Manager Jill Silverboard said undergrounding would require significant
easements. The estimates do not include any costs from other impacted utilities.
Staff was directed to provide information regarding the reduced project scope (90
parcels) and to contact the civic association to determine residents’ level of participation
and willingness to commit.
10.3 Business Forum - Mayor Hibbard
Mayor Frank Hibbard said the Clearwater Downtown Partnership expressed concerns
that the Partnership is working on similar issues.
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There was consensus that membership include individuals with businesses located in
the city. The committee will convene for three to six months and meet twice a month.
The City Manager said a temporary board reporter would be funded via Council’s
budget and city staff would attend meetings as requested.
10.4 Zipline for Sand Key - Dev Pathik, Founder and CEO Clearwater Canopy Tours
The City Manager provided Council a letter from Pinellas County Administrator Robert
LaSala.
The Council recessed from 11:13 a.m. to 11:22 a.m.
Mr. Pathik provided a PowerPoint presentation on the proposed project. The project is
intended to be a 2-hour canopy/ecological tour, providing participants information on
ways to reduce their carbon footprint while visiting Clearwater. The Zipline will be
operated during park hours. Mr. Pathik reviewed safety measures and said plans do
not include alcohol sales or outdoor music.
In response to questions, Mr. Pathik said the maximum elevation of the towers would be
approximately 65-70 feet for the entry tower and 35-40 feet for the remaining towers,
with a total of 12-15 poles. The entry tower height is due to the existing spoil mound.
The Zipline would require the canopy to be trimmed; no trees would be removed. The
area under consideration is east of the parking lot and west of the entry road. Only the
entry tower, if placed on the spoil mound, will be above the tree line. Mr. Pathik said the
facility would meet ADA (American Disabilities Act) requirements.
Staff was directed to confirm if staff attended any meetings noted in Mr. LaSala’s letter.
Planning and Development Assistant Director Gina Clayton said staff discussed concept
of proposed project with county representatives. The proposed project exceeds
allowable height limitations and requires a comprehensive infill redevelopment project
application. Concerns raised by staff include traffic, noise, appearance, compatibility
with the existing features of the park and safety with people falling off the line.
In response to a question, the City Attorney said the counsel for Pinellas County has
cited a specific provision in the county charter that allows Pinellas County to develop
property without the City’s approval. Mr. LaSala’s letter indicates the County will seek
the City’s approval. Past county projects have sought development approval from the
City.
Sand Key Civic Association representative Joellyn Farnham said residents are being
informed of the proposal and a task force has been created to seek resident input. A
Town Hall meeting has been scheduled for April 4, 2011 at 7:00 p.m. at the Sand Key
Sailing Center.
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10.5 MPO/PPC Update - Councilmember Cretekos
Councilmember George N. Cretekos said, at the last BIG-C meeting, members
expressed concerns that the MPO/PPC (Metropolitan Planning Organization/Pinellas
Planning Council) representative would rotate among member cities, allowing cities to
sit on the MPO/PPC every twenty years and now considering creating population based
categories to address issue.
11. Closing Comments by Mayor- None.
12. Adjourn
The meeting was adjourned at 12:20 p.m.
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